INVENTORY OVERVIEW
IVVM - Add/Change/Delete Vendors
Vendors that you intend to use BSMGR to create purchase orders for need to be set up in Bookstore Manager. Several vendors are already set up for you in IVVM. You will need to add your account number, make any necessary changes, or delete any unneeded vendors.
If you are setting up an additional vendor, enter the number you want to assign to the vendor. The number can be any number between 001 and 999 that is not already being used.
You can print a list of the vendors on your system by using the IVVP ("Vendor Print") program.
Each of the vendor numbers will have to be set up in the PUBS database program if they have a publisher's abbreviation. (A list of database abbreviations is found under Appendix A of this reference manual.) This ties the database items to your vendor numbers. When an item is pulled from the database to your inventory or to a special order, the vendor number where you can order the item will be transferred to the "Vend 1" field in IVM.
IVM - The Inventory Maintenance program allows you to add new items to your inventory, make changes to items already on your inventory, and delete items that you no longer want to stock.
A. Add/Change/Delete button. Used for daily maintenance of your inventory title base file.
This option is used to help build your inventory using the database provided with Bookstore Manager. Most of the items that you want to stock will be in this database, and using this program will save you from having to type in most of the information on each item.
To change chosen fields on inventory maintenance, choose the "Massive Changes" option. Each item on your inventory in the parameters chosen will be brought to the screen with the cursor in the chosen field where changes can be made. Of course, the change on each item should be saved.
A. IVI - To check an item that is on your inventory.
Use the IVI program to search your inventory for a particular item.
B. IVT - To check on inventory totals.
The IVT program will display a statistics screen of your inventory. This statistics report gives you the quantity of items you have in stock, retail and cost totals by department and category.
C. IVDI - The IVDI program allows you to search the Christian Books & More database, Consolidated database, Song Finder, Ingram (only if you have obtained Ingram Database) or other databases as available. When an item is found, you have options to add the item to your inventory, place a special order, etc.
A. IVWO - Work Order Report. DFDF
IVWO generates a Work Order Report that suggests items to order based on parameters you choose, such as "Below Minimum," "Items Sold this Week," etc. The report can analyze a specific vendor, a specific distributor, or all vendors. You can edit or change the report before it is saved. The saved report does not create a purchase order. You create the purchase order by running the "Order from a Saved Work Order" option in the IVO program.
B. IVO - Making an order.
Use the IVO program to create, edit and print purchase orders.
Use this option to create purchase orders from the Work Order Report that was generated and saved in IVWO.
This option allows you to manually enter items you want to order from a specific vendor. This program may also be used if you want to place an order that only includes special orders to a given vendor.
This option automatically makes an order for a specific vendor for all items in your inventory that have that vendor as "Vend 1" and have fallen below the amount you want to have in stock.
This option automatically makes an order for a specific distributor for all items in your inventory that have that distributor/vendor listed in the Vend #1, Vend #2, or Vend #3 field and have fallen below the amount you want to have in stock. (This could include every item in your inventory!)
Making changes to orders, printing, and sending orders.
After all the items have been included and all the changes you want to make have been made, you may print the order and send it to the vendor via the mail, phone, or fax. If the vendor accepts electronic orders you may send the order in using the COMM program. (See below.)
C. COMM - Communications program to electronically send orders.
To be able to electronically send orders in COMM, you must first enter the needed information in IVVM ("Vendor Maintenance"). Some of this information must come from the vendor. Also, you need to set up some configurations in SYS, Config File Change Misc. Configurations, numbers 7008 and 7009.
To electronically send the order you must first print/prepare the order in IVO to be sent electronically. The last order printed/prepared electronically for that vendor will be the order that is sent.
If an order confirmation is available, you may print the confirmation by using the IVIC ("Electronic Invoices and Confirmation") program. You may choose to make changes to the order automatically. If changes are made, you will need to reprint the order so the person in the receiving department will have an updated version of the order.
IVPR - Receiving orders.
The IVPR program is used to update the "On Hand" amount of items carried in your inventory when you receive the items on a purchase order. The items MUST be on your inventory before they are merged, to reflect the "On-Hand" amount.
Printing Price/Barcode Labels - IVL
The IVL program prints price/barcode labels that you can place on the product.
A. IVR - Inventory return report.
This program is used to generate a return request form and reflect the changes in the in-stock quantities.
You can print your inventory masterfile using the IVP program.
A. You can create a special order by using the IVDI, IVSO and IVI, programs.
B. For information on viewing a special order see “IVSI”. For printing a special order see “IVSP” and “IVO”. For information regarding procedures for ringing up special order, see “POS”.
C. You can delete special orders by using the IVSD program.
A. SLIV - Post sales from Point of Sale.
No POS stations can be open when the SLIV program is run.
By default, BSMGR run in Real Time Mode. Real time mode takes items out of inventory as the items are sold. You can choose to not take items out of inventory until the program SLIV is run. Refer to SYS, Config File, Change Miscellaneous Configurations, # 4032.
A. IVHR - History Roll
The IVHR report will help you keep track of weekly and monthly sales, by moving sales transactions to the next week or month and clearing the current week or month for new transactions. This program should be run at the end of each week and month.
Miscellaneous Inventory Utilities - IVUL
The IVUL options are utilities that can be used to simplify the process of entering data repeatedly. When using the various utilities, the item numbers can be entered or the item can be scanned with barcode readers.
A. Putting standing order items on inventory.
You may enter the items for curriculum on inventory maintenance (IVM). Use the current item number, title, etc., but in the catalog number field, enter a unique identification number that you assign. It can be up to ten characters.
For a Scripture Press Beginner Pupil Book, you might enter SPBEGPB. This catalog number will remain the same for all quarters, but will allow you to change item numbers using this catalog number.Example:
B. Adding, changing, deleting standing orders and creating IVWO for standing orders.
Use the IVSS program for these functions.
C. Use POS to automatically ring up a Standing Order.